Accounts Payable Assistant

Accounts Payable Assistant 
Location: Hertford/Eastbourne/London  
Department: Finance 
Contract Type: Permanent  
Reports to: Accounts Payable Manager 

 
Job Summary: As an AP Assistant, you will support the Finance team by carrying out a wide range of accounts administration activities across the group. As a highly organised and detail-focused Accounts Payable professional, you will manage the purchase ledger, ensure the accurate and timely processing of supplier invoices, and build and maintain strong relationships with suppliers.    

Key Accountabilities 

• Invoice processing: Accurately process supplier invoices into Paprika, ensuring proper coding and authorisation, ensuing correct processes are followed regarding the purchase ordering systems and invoices are correctly allocated on complex orders.
• Staff expenses processing: Timely processing of staff expense claims. First review & approval of expense claims to ensure in line with company travel policy and / or the project budgeted allowances. Escalating to line managers if expense policy is not adhered to.
• Credit card processing: Weekly upload of staff credit cards, ensure timely return by staff and checking all returned claims reconcile back to the monthly statement. 
• VAT Compliance: Ensure VAT is correctly recorded and reported in line with HMRC requirements
• Payment Processing: Prepare and process supplier payments, across multiple companies in Paprika & the bank. Working closely with project teams around agreed supplier milestone payments so as to support project delivery whilst maintaining a positive cash position where possible per client / job.
• Purchase Ledger Management: Maintain and reconcile the purchase ledger, working closely with Procurement to ensure the accuracy of supplier records. Ensure any open queries of the ledger are clearly documented & reviewed for timely resolution.
• Filing & Documentation: Maintain organised filing systems, ensuing all supplier invoices & claim receipts are logged in Paprika. For any proposed journals ensuring the back up is clearly marked and saved in the finance drive on sharepoint.
• Compliance :Ensure adherence to company policies and UK accounting standards
• Reconciliation: of supplier statements
• Query resolution: Liaise with wider business & suppliers to resolve PO/invoice anomalies. This could be electronic (email / teams), in person or incoming via telephone.

• Administration: Monitor the accounts email inbox, ensuring responses are delivered within the departments agreed SLA.

Other 

• Following current Company processes and processing improvements if required
• Be responsible for contributing and achieving the business’ objectives.
• Maintain professional internal and external relationships that meet company core values.
• Proactively establish and maintain effective working team relationships with all support departments
• Provide holiday cover for other team members as required
• Embrace and champion Identity’s values and behaviours
• All other duties appropriate to the role

 
Skills & Experience  Essential: 

• Ability to present information clearly and concisely
• Good level of computer literacy, particularly with regard to databases and Excel/Word
• Proven organizational and time management skills
• Excellent numerical skills
• Incredible attention to detail
• Good oral and written communication skills
• Ability to work effectively as part of a team
• Hands-on, can-do approach
• Ability to remain calm under pressure

Desirable: 

• Experience in a similar role
• Use of Paprika ERP system
• AAT qualification or similar

 
Diversity 
We’re an inclusive agency, invested in our people and connected to challenges we face in society across diversity, inclusion, mental health, wellbeing and sustainability.